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Office of Research

Reporting Requirements

Grants and Contracts Administration files a variety of forms related to sponsored programs monthly, quarterly and annually. When a form requires the signature of the PI, Grants and Contracts Administration sends the completed form to the PI. Once signed and returned, Grants and Contracts Administration completes the submission process.

Personnel Activity Reporting

In order for charges to sponsored project accounts for personal services of professorial, professional and non-professional staff to be properly documented, the University maintains, through its payroll system, an appointment and workload distribution system. The U.S. Office of Management and Budget Circular A-21 requires that all universities account for the total compensated effort of employees who are being paid from sponsored projects or related cost share projects. Typically, this would include the PI, co-investigator(s), graduate students and in some cases, administrative personnel. Effective with the Fall 2003 semester, Clemson University began using an electronic, Web-based system to meet this requirement called Clemson Link to Employee Activity Reports (CLEAR). The link to the CLEAR reporting system appears on the left navigation menu of the Grants and Contracts Administration (Post-Award) main Web page.

After-the-Fact Certification of Time or Effort

The CLEAR system is an after-the-fact certification system as defined by OMB circular A-21. All of the information in the reports is obtained from the University’s general ledger (CUBS Financials). The information reflected on the report represents actual amounts charged to payroll for the reporting period plus corrections made to previous charges. Additional pay above the employees base salary (Dual Employment) is not included in the CLEAR system reports. (See the section entitled "Intra-University Consulting" in the project costs section for policies on dual employment.)

Effort Certification Schedule

Reports will include activity for the following time periods:

Fall – August 15th till December 31st
Spring – January 1st till May 15th
Summer – May 16th till August 14th

When reports are available, an e-mail notification will be sent to each individual with a report to certify. This notification will include a direct link to the CLEAR website and will include the employee ID number necessary to certify the report. Failure to receive an e-mail notification indicates that none of the effort for the reporting period was charged to a sponsored project. Individuals who do not receive an e-mail notification, yet believe their efforts should have been charged to a sponsored project, should contact the appropriate grants coordinator in their department or college business office.

Report Review and Certification

For each individual with a CLEAR report to be certified, an initial notification will be sent to their Clemson University e-mail account. In addition, all PI's and grants coordinators will be notified that reports are available. In some cases, e-mail messages will be returned because a graduate student or faculty/staff member is no longer employed at the University. For graduate students, Grants and Contracts Administration (Grants and Contracts Administration) will forward the CLEAR report notification to the principal investigator associated with the related project or projects for certification. For faculty/staff members, Grants and Contracts Administration will forward the CLEAR report notification to the appropriate department head for certification.

Fifteen days after the initial notification, an e-mail reminder will be sent to individuals who have not yet certified their CLEAR report. In addition, principal investigators, grants coordinators and department chairs will receive a listing (via e-mail) of employees who have not certified their reports. After 30 days, employees will be sent another e-mail reminder and PIs, department chairs and deans will be asked to assist in ensuring that reports are certified. If after 45 days from the initial notification the CLEAR report has not been certified, spending authority for the sponsored project(s) indicated on the delinquent CLEAR report will be suspended. The spending authority will not be reinstated until the CLEAR report has been certified.

In completing the above time-and-effort certification process, if the actual certified time and effort to a grant or contract account varies by more than five percentage points from the percent of total salary charged to the grant or contract, the employee must note the correction on the CLEAR report. Grants and Contracts Administration will monitor report submissions and contact the appropriate personnel in the college business office to ensure that the appropriate payroll corrections are processed.

Please see our "C.L.E.A.R." section for more detailed information.

Technical Reporting

Principal investigators are responsible for ensuring that all progress/final technical reports are completed according to the award requirements. Principal investigators should send a copy of the transmittal letter and cover page of his/her final report to Grants and Contracts Administration.

Final technical reports are normally due to the sponsor 60 to 90 days after the project ends. Each specific agreement should be reviewed for the exact due date of the report.

Failure to provide final technical reports may delay review, processing and funding of pending proposals for that PI or other faculty members at the University.

All outstanding payments are withheld until all reporting requirements are completed.

In extreme cases, the sponsor may initiate legal action against the University, due to relevant contractual obligations of the University to provide such reports.

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